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Yes, separate arrival and departure groups can be requested. Give the passenger count, collection point and destination for each movement. Include early departures and later returns in the brief, with a nominated organiser to help guests identify the correct vehicle and agreed meeting time.

Ask the venue or event organiser for the appropriate passenger entrance and vehicle access instructions. Share these with your transport contact before agreeing the meeting point. A ticket address or general car park may not identify the right location for group collection, waiting or loading.

Hotel-to-venue journeys can form part of the event itinerary. List each hotel, the guests joining there and when they need to reach registration. For the return, give the proposed departure groups and destinations, allowing time for people to leave the venue and gather before boarding.

List passenger bags separately from exhibition materials and other bulky items, with dimensions where helpful. Explain boarding needs and whether anyone will remain in a wheelchair. The vehicle arrangement should account for people and equipment together, rather than relying on passenger capacity alone.

Include the expected finish window when requesting transport, particularly where the programme is not final. Keep one organiser available to share updates with the transport contact. Any revised collection, waiting or additional journey needs confirmation before guests are directed to a different departure arrangement.